academic personnel services

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SUMMER APPOINTMENTS AND DOS CODES

Welcome!

Academic Personnel ServicesAcademic Compensation

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Course Goals

• Introduction and explanation of new Summer DOS codes

• Clarification on the appropriate types of appointments and title/DOS code combinations

• PERFECT SUMMER COMPENSATION PPS ENTRIES

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Resources

• APO Websitehttp://academicaffairs.ucsd.edu/offices/apo

• Academic Personnel Manual (sections 190, 600, 660)

http://www.ucop.edu/acadadv/acadpers/apm/

• UCSD Policy and Procedure Manual (section 230-43)*

http://adminrecords.ucsd.edu/ppm/docs/230-43.HTML Note: DOS codes not yet updated

• Academic Compensation – x23748; [email protected]

• Summer Session Office [email protected]

http://academicaffairs.ucsd.edu/offices/apo

http://www.ucop.edu/acadadv/acadpers/apm/

http://adminrecords.ucsd.edu/ppm/docs/230-43.HTML



mailto:[email protected]


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Overview

• Eligible faculty with academic year appointments may receive additional compensation during the summer recess for research projects, summer session teaching, administrative service, etc.

• Pre-approval for summer compensation is not necessary if within policy limitations:

3/9ths from all sources (including Summer Session)

No more than 2/9ths allowed on NSF funds.

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Service Dates

• The summer service period begins the day after the end of the spring quarter and ends the day prior to the start of fall quarter.

Summer 2009 service period is

6/13/09 – 9/20/09

• Payments may be issued one of two methods:

Mid-June through mid-September

July 1st through September 30th

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Half-Month Payments of ASC

• Distributions with partial month dates will automatically pay half the payment.

6/13/09 – 6/30/09

7/01/09 – 7/30/09 (instead of 7/31/09)

8/01/09 – 8/30/09 (instead of 8/31/09)

A pay exactly statement in the PAN comments that reads

“June: Pay Exactly $xxxx.xx” will ensure a correct payment.

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Working Days

• Summer salary is provided for work performed during

the summer service period.

• There are a total of 57 working days in the summer.

• During the summer, 19 days represent full-time work for

one month or a 1/9th payment.

• PAN comments should state the number of working days

for the period and the number of ninths to be paid.

½ ninth 9.5 days Pay .5/9th Will work 9.5 days

1 ninth 19 days Pay 1/9th Will work 19 days

1 ½ ninths 28.5 days Pay 1.5/9th Will work 28.5 days

2 ninths 38 days Pay 2/9th Will work 38 days

2 ½ ninths 47.5 days Pay 2.5/9th Will work 47 days

3 ninths 57 days Pay 3/9th Will work 57 days

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Summer Compensation During Leave Without Pay

• An employee who is on approved leave without pay for the fall quarter may still receive additional summer compensation.

• Special handling is required due to the leave coding. The department must contact Academic Compensation (x23748; [email protected]) and the Payroll Office (x43244) to make payment arrangements.


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Summer Research

DOS Codes for professors receiving additional summer compensation for research activities:

ACR Summer research 1/9ths, General – Percentage

ARC Summer research 1/9ths, Agency Capped Salary – Percentage

AAC Summer research 1/9ths, Agency Capped Salary, Above Cap Portion -- Flat Amount

Title Codes for professors receiving additional summer compensation for research activities:

3205 Research-Academic Year-1/9th

3215 Associate Research-Academic Year-1/9th

3225 Assistant Research-Academic Year-1/9th

1982 Research-Academic Year-1/9th-Business/Econ/Engineering

1984 Associate Research-Academic Year-1/9th-Business/ Econ/Engineering

1986 Assistant Research-Academic Year-1/9th-Business/Econ/Engineering

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Summer Research – PPS Example 1

Additional Summer Compensation - Research

Example: 2/9ths for summer research (with half a ninth to be issued in July and Sept)

How to compute:1) Compute the faculty’s 1/9th rate using the rate in effect July

of that same year (e.g. $103,300 / 9 = $11,477.77/mo)

2) Set up the appointment using the appropriate title code (Example: Research-Academic Year – 1/9th; title code 3205)

3) Set up the distribution lines using the 1/9th rate and DOS code ACR (Dist. 21 is an example of issuing half a ninth based on the percentage whereas Dist. 23 issues half a ninth based on the partial month pay days)

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Summer Research – PPS Screen Shot 1

PPEAPC0-E1595 SD EDB Entry/Update 04/16/09 09:46:5004/13/09 20:21:26 Appts./Distributions-Condense Userid: SDXXXYOU ID: 000999990 Name: SCIENCE, KING OF Emp Stat: P Pri Pay: MO

PAF Gen No: 150 Stu/Reg: Page 2 of 4 Appt Actions Pgm Typ Bs Pd Ovr Appt Begin Appt End Dur Dept FLSA20 A 5 09 09 070109 093009 000999 1 Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv3205 RES --- -ACAD YR-1/9TH PYMT 1.00 F 103300.00 A MO N N

Dis NoActions Index Fund Sub FTE Dis % PayBeg PayEnd Step OA Rate/Amt DOS PRQ D W21 XXX1001 54321A 0 0.5000 070109 073109 5 11477.77 ACR 22 XXX1001 54321A 0 1.0000 080109 083109 5 11477.77 ACR 23 XXX1001 54321A 0 1.0000 090109 091509 5 11477.77 ACR

Next Func: ID: Name: SSN:

===>F: 1-Help 2-Browse 3-PrevMenu 4-PrintF: 8-Forward 9-MainMenu 12-Exit

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Summer Research – PAN Comments 1

PAN Comments:

Pay 2/9ths for summer research. Will work 38 days.

Total payment $22,955.55.

PPS User Name/Extension

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Example: 2/9ths for summer research with agency capped salary of ($16,391.67 per month FY 2009)

How to compute:1) Compute the 1/9th rate using the rate in effect July of that same

year (e.g. $155,600 / 9 = $17,288.88/mo)2) Compute the difference to be paid as the salary supplement

(e.g. 1/9th rate of $17,288.88 - NIH Capped rate of $16,391.67 = $897.21/Mo)

3) Set up the appointment using the appropriate title(Example: Research-Academic Year – 1/9th B/E/E; title code 1982)

4) Set up two distribution lines. One distribution issues the 1/9th

NIH capped rate of $16,391.67 on DOS code ARC and the other dist. line issues the supplement of $897.21 on DOS code AAC. (Note: There is no dist. % on the supplement payment)

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PPEAPC0-E1595 SD EDB Entry/Update 04/16/09 09:46:5004/13/09 20:21:26 Appts./Distributions-Condense Userid: SDXXXYOU ID: 000999991 Name: BIG, MISTER Emp Stat: P Pri Pay: MO

PAF Gen No: 150 Stu/Reg: Page 2 of 4 Appt Actions Pgm Typ Bs Pd Ovr Appt Begin Appt End Dur Dept FLSA20 A 5 09 09 080109 093009 000999 1 Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv1982 RES___-AY-1/9-BUS/ECON/ENG 1.00 F 155600.00 A MO N N

Dis NoActions Index Fund Sub FTE Dis % PayBeg PayEnd Step OA Rate/Amt DOS PRQ D W21 XXX1001 54321A 0 1.0000 080109 093009 9 16391.67 ARC 22 XXX2222 12345A 0 080109 093009 9 897.21 AAC



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PAN Comments: Pay 2/9ths for summer research on agency capped fund. Will work 38 days. Total capped salary amount of $32,783.34. Total supplement of $1,794.42. PPS User Name/Extension

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NIH Salary Cap Overview

The NIH salary cap is a statutory limitation imposed by Congress on anindividual’s rate of pay directly chargeable to grants, cooperativeagreements and contracts issued by the NIH. The salary cap is tied to theFederal Executive Pay Scale and the year of the award. There are separaterates for fiscal and academic year employees.

Supplementation above the salary cap is based on the availability offunds, is not an entitlement, and may NOT be charged to another federalaward. University policy prohibits the use of State appropriations,including 19900 funds, to pay the salary above the capped level.Unrestricted funds can be used to make up amounts not chargeable toNIH due to the salary cap.

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Example: Partial ninth ($5,000) for summer research (two separate fund sources split 50/50, one requires effort reporting)

How to compute:1) Compute the faculty’s 1/9th rate using the rate in effect July of that same year

(e.g. $73,200 / 9 = $8,133.33/mo)2) Set up the appointment using the appropriate title

(Example: Assoc Research-Academic Year – 1/9th; title code 3215)3) Enter Dist. 21 using the 1/9th rate and DOS code ACR. This fund and DOS code

require percent of effort reporting. You must calculate what percent $2,500 is of $8,133.33. (i.e. $2,500 / $8,133.33 = 30.73%) Enter Dist. 22 using DOS code AAC. This DOS code requires a flat dollar amount with no percentage. (Note: The fund source used must not require percent of effort reporting)

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PPEAPC0-E1595 SD EDB Entry/Update 04/16/09 09:46:5004/13/09 20:21:26 Appts./Distributions-Condense Userid: SDXXXYOU ID: 000999992 Name: COMPLICATED, IMSO Emp Stat: P Pri Pay: MO

PAF Gen No: 150 Stu/Reg: Page 2 of 4 Appt Actions Pgm Typ Bs Pd Ovr Appt Begin Appt End Dur Dept FLSA20 A 5 09 09 070109 083109 000999 1 Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv3215 ASOC RES___-ACAD YR-1/9TH PYMT .62 F 73200.00 A MO N N

Dis NoActions Index Fund Sub FTE Dis % PayBeg PayEnd Step OA Rate/Amt DOS PRQ D W21 XXX1001 54321A 0 0.3073 070109 073109 3 8133.33 ACR 22 XXX2002 54321A 0 080109 083109 3 2500.00 AAC



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PAN Comments: Pay exactly $2,500 in July and $2,500 in August for summer research. Will work a total of 12 days. PPS User Name/Extension

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Summer Administration

DOS Codes for professors receiving additional summer compensation for administrative activities:

ACA Summer Administration Compensation-Percentage

APA Summer Administration Compensation-Flat Amount

Title Codes for professors receiving additional summer compensation for administrative activities:

1103 Professor-Academic Year-1/9th

1203 Associate Professor-Academic Year-1/9th

1303 Assistant Professor-Academic Year-1/9th

1145 Professor-Academic Year-1/9th-Business/Econ/Engineering

1245 Associate Professor-Academic Year-1/9th-Business/ Econ/Engineering

1345 Assistant Professor-Academic Year-1/9th-Business/Econ/Engineering

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Summer Administration – Example 4

Additional Summer Compensation – Administrative

Example: 1.5/9ths for department chair service

How to compute:

1) Compute the faculty’s 1/9th rate using the rate in effect July of that same year (e.g. $83,700 / 9 = $9,300/mo)

2) Set up the appointment using the appropriate title(Example: Associate Professor-Academic Year – 1/9th; title code 1203)

3) Set up the distribution line using the 1/9th rate and DOS code ACA

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Summer Administration – Screen Shot 4

PPEAPC0-E1595 SD EDB Entry/Update 04/16/09 09:46:50

04/13/09 20:21:26 Appts./Distributions-Condense Userid: SDXXXYOU ID: 000999999 Name: DODGER, ARTFUL Emp Stat: P Pri Pay: MO

PAF Gen No: 150 Stu/Reg: Page 2 of 4 Appt Actions Pgm Typ Bs Pd Ovr Appt Begin Appt End Dur Dept FLSA20 A 5 09 09 070109 081509 000999 1 Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv1203 ASSOC PROFESSOR-ACAD YR-1/9th 1.00 F 83700.00 A MO N N

Dis NoActions Index Fund Sub FTE Dis % PayBeg PayEnd Step OA Rate/Amt DOS PRQ D W21 XXX1001 54321A 0 1.0000 070109 081509 5 9300.00 ACA



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Summer Administration – PAN Comments 4

PAN Comments:Pay 1.5/9ths for summer service as department chair. Will work 28.5 days. Total payment $13,950.PPS User Name/Extension

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Summer Session Teaching

Dos Codes for Summer Session Teaching: Academic Year Appointees Eligible for DCP - Flat Amount

SSC Summer Session Teaching: Academic Year Appointees Eligible for DCP Contribution -- Flat Amount

SST Summer Session Teaching: Not Eligible for DCP Contribution -- Flat Amount

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Summer Session Teaching

1550 Lecturer in Summer Session

3258 Adjunct Professor Academic Year

3268 Assoc. Adj. Professor Academic Year

3278 Asst. Adj. Professor Academic Year

3379 Adjunct Professor Academic Year -Business/Econ/Engineering

3374 Assoc. Adj. Professor Academic Year -Business/Econ/Engineering

3371 Asst. Adj. Professor Academic Year -Business/Econ/Engineering

1603 Senior Lecturer w/Security of Employment Academic Year

1607 Lecturer w/Security of Employment Academic Year

1680 Lecturer Potential Security of Employment Academic Year 100%

1100 Professor Academic Year

1200 Associate Professor Academic Year

1300 Assistant Professor Academic Year

1143 Professor Academic Year –Business/Econ/Engineering

1243 Associate Professor Academic Year –Business/Econ/Engineering

1343 Assistant Professor Academic Year –Business/Econ/Engineering

Title Codes for additional summer compensation for teaching in Summer Session

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Summer Session Teaching – Example 5

Additional Summer Compensation – Summer Session

Example: Appointment as Instructor of Record – Flat Amount Eligible for DCP

How to compute:1) Enter a new appointment

2) Enter the faculty’s total summer session payment at the appointment level using the Payroll Worksheet information. (e.g. Formula for instructors is dependent on type of appointment. Typically 8.5% of the academic salary as of June 30 of the current fiscal year for a 3-6 unit course and 4.25% for 1-2 unit courses.)

3) Set up the appointment using the appropriate title(Example: Lecturer-PSOE-ACAD Yr-100%; title code 1680)

4) Set up the distribution line using the rates from the Payroll Worksheet and DOS code SSC

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Summer Session Teaching – Screen Shot 5

PPEAPC0-E1595 SD EDB Entry/Update 04/16/09 09:46:5004/13/09 20:21:26 Appts./Distributions-Condense Userid: SDXXXYOU ID: 000999999 Name: Potential, Pleanty Of Emp Stat: P Pri Pay: MO

PAF Gen No: 150 Stu/Reg: Page 2 of 4 Appt Actions Pgm Typ Bs Pd Ovr Appt Begin Appt End Dur Dept FLSA20 A 5 062909 080109 000999 1 Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv1680 LECTURER-PSOE-ACAD YR-100% .50 F 8341.00 B MO N N

Dis NoActions Index Fund Sub FTE Dis % PayBeg PayEnd Step OA Rate/Amt DOS PRQ D W21 XXX1090 54321A 2 062909 080109 4374.00 SSC 22 XXX1090 54321A 2 062909 080109 3827.00 SSC 23 XXX1090 54321A 2 062909 080109 140.00 SSC



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Summer Session Teaching – PAN Comments 5

PAN Comments:Appointment to teach BIBC 103 in Summer Session I. Flat rate payment. Base salary = $4,374; Lab Bonus = $3,827; Enrollment Bonus = $140. Total summer session payment = $8,341PPS User Name/Extension

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Miscellaneous Payments

DOS Codes for additional pay during summer for non-Summer Session services

ACM Miscellaneous Summer Compensation: Academic Year Appointees eligible for DCP Contribution – Percentage

AMN Miscellaneous Summer Compensation: No DCP Contribution –Percentage

Exceptional Payment for Fiscal Year faculty of up to one-eleventh of annual salary for research performed during vacation period

OEN Additional Pay One-Eleventh for Research – Percentage(Appropriate number of accrued vacation days must be charged)

Call Academic Compensation at x23748 for assistance with these actions.

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Questions

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